The scenarios below outline steps to take when reallocating funds to COVID-19 relief efforts for a previously approved request. Taking these steps helps ensure that data is as accurate as possible, both for your records and for the tracking efforts via the COVID-19 approval form field.
Please refer to this article for an overview on the COVID-19 approval form field, and the instructions for adding the field to a process: COVID-19 Approval Form Field.
Reallocating the Entire Amount Awarded
- Add the COVID-19 field to the approval form for the process.
- Select the appropriate COVID-19 list option in that field.
- Refer to this article for instructions on editing an approved request: Edit Decision Information After Approving or Denying a Request
Reallocating Part of the Amount Awarded
In this scenario, you are deducting the amount of the original award that is to be reallocated to COVID-19 funding (placing it in a separate request), and preserving the amount of the award to be maintained for the original project/program.
- Add the COVID-19 field to the approval form for the process.
- On the original request, adjust the installment forms so that this request only contains funds that will be used for the original project/program.
- You might choose to edit the amount on the installment form(s), or remove installments that are being reallocated. This article outlines some options for adjusting installments: Options for Adjusting Installments and Payments. Please reach out to your CSM if you have further questions.
- Manually enter a new approved request with the reallocated portion as the Amount Awarded.
- On the approval form for this new request, select the appropriate COVID-19 list option in the COVID-19 approval form field.
Reallocating a Request that is Synced to CommunitySuite
- Add the COVID-19 field to the approval form for the process.
- This is only necessary if you want to see this data in GLM/SLM as well.
- Select the COVID-19 option for the request in CommunitySuite.
- The COVID-19 field data for that request will automatically update in GLM/SLM.
- Any changes to the Amount Awarded for the request must be made directly in CommunitySuite.